ITSS - Quality Assurance Surveillance Plan (QASP).pdf

ACQUISITION SENSITIVE

PROJECT LEAD ACQUISITION, LOGISTICS, AND TECHNOLOGY

ENTERPRISE SYSTEMS AND SERVICES

(PL ALTESS)

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

FOR

Information Technology Services and Support

06 APR 2025

Contract Number: TBD

PL ALTESS

ATTN: SFAE-PSE-AL

Radford Army Ammunition Plant (RAAP) BLDG 220

RADFORD, VIRGINIA 24143-0004

TABLE OF CONTENTS

Subject Page Number

1. Overview 3

2. Description of Services 3

3. Roles and Responsibilities 4

4. Contract Quality Requirements 5

5. Government Surveillance 7

6. Corrective Action Request (CAR) 11

7. Deduct Plan 15

8. Data Analysis 15

9. Acceptance of Services 15

10. Contracting Officer Representative (COR) Status Report 15

11. Service Contract Reporting (SCR) in the System for Award

Management (SAM)

12. Contractor Performance Assessment Reporting System (CPARS) 16

13. Combating Trafficking in Persons 16

14. COR/Quality Assurance Surveillance Files 17

15. Government Furnished Property Surveillance Requirements 17

16. Quality Assurance and Surveillance Performance (QASP)

Changes

1. Overview.

1.1. Purpose. This Quality Assurance Surveillance Plan (QASP) is a government developed document used to ensure that the government receives quality services and pays only for conforming services actually provided. The objective of this Time and Materials (T&M) Indefinite Delivery / Indefinite Quantity (ID/IQ) five-year contract is to acquire information technology services and support primarily at the U.S. Army Product Lead Acquisition, Logistics, and Technology Enterprise Systems and Services (PL ALTESS) site on the Radford Army Ammunition Pant in Radford, Virgina with possible work taking place at additional locations both Continental United States (CONUS) and Outside the Continental United States (OCONUS) depicted in the Performance Work Statement (PWS) Section 1.5 Place of Performance and section four (4) Requirements and Tasks. Government-furnished property and services for those items specified in the PWS are exempt from this QASP. The contractor shall perform to the standards specified in the Information Technology Services and Support PWS. This Quality Assurance Surveillance Plan (QASP) identifies the methods and procedures the government will use to ensure it receives the services to the desired standard, as identified in the PWS.

1.2. Intent. The intent of this QASP is to:

1) Ensure contractor performance meets or exceeds contract terms, conditions, and specifications

2) Hold the contractor accountable for quality control

3) Encourage the contractor to take appropriate steps to control and improve quality

4) Ensure all sections of FAR Part 46 are applied as required and applicable

Accordingly, the government will perform surveillance on the contract in accordance with this QASP but reserves the right to monitor the contract in any manner necessary, at any time necessary, and at all places necessary to ensure that the services rendered conform to contract requirements. The government also reserves the right to perform quality assurance at the subcontractor level, and at the contractor's place of business.

Sub-contract service providers shall be accountable to the contractor who, in turn, is responsible to the government. Resolution of non-conforming services discovered at the subcontractor level will be addressed with the prime contractor. The government will not exercise any supervisory controls over the contract service providers performing the services herein.

2. Description of Services.

2.1. Scope of Work. The contractor shall support the following key functional areas:

Information Technology (IT) Service Operations, IT Service Delivery, Service Operations Center Operations, Customer Training, Full Lifecycle IT Testing and Support, IT Data Center Operations, Network and System Administration, Cyber- Security, Disaster Recovery/Business Continuity Operations, Hardware/Software Integration and Migration, Requirements Definition and Management, Service Level

Management, Process Design and Management, Business Management, Application Services and Modernization, Acquisitions and Procurements, Infrastructure Services (Facilities Operations), Command Group Support, and Incidental Construction to support the Program Executive Office’s, Program Management Offices and other agencies within the Department of Defense (DoD) and the Federal Government.

2.2. Type of Contract. The anticipated contract type will be a T&M, ID/IQ, five-year contract

3. Roles and Responsibilities. The following provides a synopsis for the roles and their respective authority during the performance of the contract:

3.1. Government.

3.1.1. Contracting Officer (KO). The KO is the only person authorized to direct changes in any of the requirements under this contract. In the event the contractor effects any such change at the direction of any person other than the KO, the change will be considered to have been made without authority, and solely at the risk of the contractor. No changes in, or deviation from, the terms and conditions shall be affected, without a written modification to the contract, executed by the KO authorizing such changes.

3.1.2 Contracting Officer’s Representative (COR). The COR will monitor all technical and performance aspects of the contract and assist the KO in contract administration.

The COR is authorized to perform the following functions:

• Assure that the contractor performs the technical requirements of the contract

• Perform inspections necessary in connection with contract performance

• Maintain written and oral communications with the contractor concerning technical and performance aspects of the contract

• Issue written interpretations of technical requirements, including government drawings, designs, and specifications

• Monitor contractor's performance and documents, and notify both the KO and contractor of all deficiencies

• Coordinate availability of government furnished property

• Provide site entry of contractor

Army Contracting Command (ACC) doesn’t use other acronyms to refer to and describe a COR. Terms such as the “COTR, “Onsite COR”, “TM”, etc. will not be used. Some personnel may be assigned as Alternate CORs, but other than a statement to that effect and what actions the KO expects that ACOR to take in the absence of the primary COR, there is no difference between a COR an Alternate COR, or other government surveillance personnel assigned to conduct contract oversight. Throughout the remainder of this QASP, the term “COR’ will be used to refer to all government surveillance personnel assigned to monitor the contractor’s performance on this contract.

A letter of designation issued to the COR, a copy of which is sent to the contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost, price, or delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

The KO shall use the DoD Joint Appointment Module (JAM) to electronically track COR nominations, appointments, terminations, and training certifications for each COR appointed to conduct oversight on this contract. The COR will upload their surveillance documents, such as COR Status Reports (CSR), COR trip reports, correspondence with the contractor, and other miscellaneous documents into the Surveillance and Performance Monitoring (SPM) module within the online contract file. JAM and SPM are available within the Procurement Integrated Enterprise Environment (PIEE) suite of tools at: https://piee.eb.mil/.

3.1.3. Alternate Contracting Officer’s Representative (ACOR). The Alternate COR is an employee of the U.S. Government provided by the Requiring Activities (RA) and appointed by the KO to provide additional surveillance personnel in monitoring and documenting the contractor’s performance. These alternate surveillance support personnel may serve as on-site representatives of the COR in performance of actual contract surveillance if they meet all COR training and experience requirements and are appointed by the contracting officer as ACOR’s in JAM. This term will apply to other government surveillance personnel as defined in Army Regulation 70-13, paragraph 2-2 g.

For quick access, contact information for the performance of this QASP is provided:

Government Personnel:

Table One (1); Key Positions for Contract Administration

Title Name Phone E-mail

KO TBD TBD TBD

COR TBD TBD TBD

ACOR TBD TBD TBD

4. Contract Quality Requirements.

4.1. Contractor’s Quality Control Plan/Program (QCP). The government will evaluate the adequacy of the contractor’s Quality Control Plan (QCP) performance under this contract in accordance with this QASP.

The contractor’s quality control program is the means by which he assures himself that all work complies with the requirement of the contract PWS. It is essential that Government Surveillance Personnel understand that Quality Control (QC) is the responsibility of the contractor, and not the government.

https://piee.eb.mil/

As such, the government will focus their efforts on validating if the contractor is maintaining an adequate quality control inspection system that ensures the contractor maintains evidence that services provided conform to contract quality requirements. The contractor shall provide inspection data to the government on request for validation.

The contractor’s QCP shall include a process that can identify, prevent, and ensure non-recurrence of defective services.

4.2. Government Quality Assurance. This QASP describes what the government will do to ensure that the contractor has performed in accordance with the performance standards within the PWS.

This QASP describes:

a) How the performance standards will be applied:

a. The Performance Standard for each requirement in the PWS will be applied as prescribed in the PWS. Ensure that each performance requirement within the PWS includes a measurable performance standard in terms of quality, timeliness, or quantity.

b. Ensure the method of assessing contractor performance against performance standards is included in this QASP

c. Ensure each Performance Requirement includes an acceptable quality limit (AQL). AQL is the worst tolerable performance that is still considered acceptable.

b) Which performance elements will be surveilled (Surveillance Checklist, attachment 004)

c) All performance activities will be surveilled throughout the Period of Performance, using a risk-based approach. The selected items will be populated on the Surveillance Checklist and placed on the Surveillance Schedule for each period surveilled.

d) When the surveillance will be scheduled (Surveillance Schedule, attachment 003)

a. Selected items for each month will be placed on the Surveillance Checklist and scheduled surveillance per the monthly schedule. Surveillance may be scheduled on a daily, weekly, or monthly frequency. However, each contractor requirement must be audited for compliance prior to invoice payment being made.

e) The Acceptable Quality Limit (AQL)

a. The AQL will be determined by the Requiring Activity, i.e., the COR.

f) The nature of government contract quality assurance actions that include the number of observations made and the number and type of defects (defect rate)

a. Personnel conducting contractor performance surveillance will use attachment 004, Surveillance Checklist, or equivalent to answer the performance question asked, and provide comments in the area provided on the checklist. These comments and metrics from the checklist will be included on each CSR submitted during the Period of Performance.

5. Government Surveillance.

5.1. Methods of Surveillance. The following Methods of Surveillance may be utilized in monitoring the contractor’s performance:

NOTE: The performance items selected for surveillance in this QASP as a minimum should contain those listed in the Performance Requirements Summary (PRS). The PRS is a stand-alone document that illustrates to the contractor the few, most salient items the government wishes the contractor to be aware of. The PRS is contained in the contract PWS. See Attachment 001 for PRS items.

a) 100% Inspection Will be reserved for the highest risk areas where consequence of failure may affect life or limb, or there is likelihood of mission failure.

b) Random Sampling Will be used when a service is performed on a frequent basis and a statistically valid sample can be selected for audit. This is the most appropriate method for frequently recurring tasks.

c) Periodic Inspection Will be used when planned sampling of a service is at a specific predetermined date and time. This is most appropriate for tasks that occur infrequently, yet on a scheduled basis.

d) Customer Feedback/Complaint. Not a valid method of surveillance, but a good indicator of areas where surveillance should be conducted or intensified.

a. The Customer Complaint Record, (Att. 002), will be placed at convenient locations for the end user of these services, and made available to document/record all complaints. The COR will collect the customer complaints each surveillance cycle and investigate validity as soon as possible.

The following procedures will be followed when a complaint is received.

a) The COR/ACOR will investigate to determine the validity of the complaint

b) If the complaint is determined to be invalid, the COR will inform the person who submitted the complaint of the reason(s) as soon as practical

c) For validated complaints that are true contractual non-conformances, the procedures in paragraph 6 below will be applied

d) A Customer Complaint Log will be used to document each validated customer complaint and attached to the COR Monthly Surveillance Report in the SPM module

5.1.1 Surveillance Procedure:

a) The COR will evaluate the contractor’s performance monthly against performance standards established in the contract. Evaluations will be to the extent practical to ensure the contractor provides quality services in accordance with (IAW) the requirements of the contract.

Performance Requirements Summary (PRS):

(1) PRS #1- PWS – 4.1, 6.0

(a) Performance Objective

(i) Adequate staffing to complete requirements

(b) Performance Standard (Satisfactory Performance)

(i) All staffing positions filled within 60 calendar days of requisition request.

(ii) Written notification of vacancies of key personnel provided to the COR immediately.

(iii) The resume(s) of proposed replacement Key Personnel submitted within 15 days of vacancy notification.

(iv) All positions for Key Personnel filled within 15 calendar days of government approval.

(c) Acceptable Quality Level

(i) 95% of positions filled within 60 calendar days

(ii) Immediate written notification provided to COR for 100% of Key

Personnel vacancies.

(iii) 95% of Key Personnel positions received proposed replacement resume within 15 calendar days of vacancy notice.

(iv) 95% of Key Personnel positions filled within 15 calendar days of government approval.

(d) Method of Surveillance

(i) 100% Inspection: Monitor the date that the staffing requisition was given to the contractor against the date the requisition was filled.

(ii) Customer Feedback / Complaints.

(2) PRS #2 – PWS 1.8

(a) Performance Objective

(i) Consistent delivery of high-quality deliverables

(b) Performance Standard (Satisfactory Performance)

(i) Deliverables are accurate, complete and incorporate all pertinent data with no (or minor) adjustments required by the government

1. Any errors / omissions identified by the government are corrected within three (3) business days

(c) Acceptable Quality Level

(i) Less than 5% defects

1. No defects

(d) Method of Surveillance

(i) Customer Feedback / Complaints on Quality Control

(ii) Periodic Inspection of Quality Control.

(3) PRS #3 – PWS 5.0

(a) Performance Objective

(i) Deliverables and services provided on schedule

(b) Performance Standard (Satisfactory Performance)

(i) 95% on-time delivery.

(c) Acceptable Quality Level

(i) 95% on-time delivery

(d) Method of Surveillance

(i) 100% inspection of weekly status reports by COR / government

(ii) 2. Customer Feedback / Complaints

(4) PRS #4 – PWS 4.1.1

(a) Performance Objective

(i) Positive Business Relations, Customer Satisfaction and Timely and Open Communications

(b) Performance Standard (Satisfactory Performance)

(i) The contractor was responsive to government concerns and promptly applied corrective action to performance issues

1. The contractor provided timely notification of issues and/or items requiring government actions.

(c) Acceptable Quality Level

(i) Acceptable rate 95%

1. Issues reported to the government within one (1) business day

(d) Method of Surveillance

(i) Customer Feedback / Complaints

(ii) Random Inspection on Technical Infrastructure Management

(5) PRS #5 – PWS 5.0

(a) Performance Objective

(i) Timely, accurate and complete program reporting

(b) Performance Standard (Satisfactory Performance)

(i) Monthly Status Report, Manpower Report, biweekly Fund Execution Report by Program, Quality, Risk Management Plan and Quarterly Program Management Review reports are delivered on time and meet all PWS content requirements

(ii) Real‐time procurement calendar schedule maintained consistently and accurately for all acquisition requirements

(c) Acceptable Quality Level

(i) All reports delivered on-time

1. Less than 5% errors in procurement data

(d) Method of Surveillance

(i) 100% inspection of weekly status reports by COR / government

(ii) 100% inspection of monthly cost reports by COR / government

(6) PRS #6 – PWS 4.1.1.7

(a) Performance Objective

(i) Operations Center Activities

(b) Performance Standard (Satisfactory Performance)

(i) Ticket auditing for accuracy

1. Service Desk resolution rate (tier one (1))

a. Mean time to resolution

i. Customer satisfaction rate

(c) Acceptable Quality Level

(i) Acceptable range is 92%

1. Acceptable range at tier one (1) is 20%

a. Acceptable closure time <= 10 minutes per ticket

i. Acceptable rate of 95%

ii. Weekly reports generated via ServiceNow

(d) Method of Surveillance

(i) 100% inspection of weekly status reports by COR/government.

(7) PRS #7 – PWS 4.1.4.9

(a) Performance Objective

(i) Desktop Support

(b) Performance Standard (Satisfactory Performance)

1. Ticket Assignment

a. Contact customer

i. Ticket resolution

ii. Technical refresh of desktops

(c) Acceptable Quality Level

(i) Assign tickets less than 30 minutes of original ticket request

1. Contact customer less than 30 minutes after ticket assignment

a. Resolve 80% of open tickets per week

i. Perform a 20% technical refresh of desktop equipment annually

(d) Method of Surveillance

1. 100% inspection of weekly status reports by COR/government

b) NOTE: Once the contractor’s QCP is received, the QASP should be updated to include how the COR will verify compliance to the contractor quality management systems per their QCP (i.e., make a checklist of things that will be reviewed or verify/validate using one of their checklist(s));

i) The COR will take a contractor identified discrepancy and evaluate the contractor’s follow-up/root cause analysis, corrective and preventive actions.

ii) USE OF ACORS – THEIR ROLE IN SURVEILLANCE ACTIVITIES

c) ACOR DOCUMENTATION REQUIREMENTS

a. Reports: Functional Area Reports supporting the Quality Assurance

Surveillance Plan consisting of immediate impact and monthly status reporting as outlined below.

b. Impact Reporting: Government ACORs observing any situation or occurrence which poses a significant program impact will be reported to the COR using the most expeditious manner available. Unacceptable performance or quality of service for requirements specified in the PRS should be documented using the Surveillance Activity Checklist and CAR immediately provided to the COR for validation and disposition.

c. Monthly Status Report: A report will be provided by each ACOR no later than (NLT) 1 week following each month of the calendar year to the COR. The period of the report is from the first to the last day of that month and should address the contractor’s performance.

5.2. Surveillance Schedule. (Required) A Surveillance Schedule (Att. 003) will be created each month. Locally generated equivalent is acceptable. The schedule is Controlled Unclassified Information “CUI” and is not releasable to anyone other than authorized government personnel. Each Month’s Surveillance Schedule will be completed at the beginning of each month during the Period of Performance (PoP) to schedule the upcoming month surveillance activity. Completed Surveillance Schedules will be filed in the online SPM located within (https://piee.eb.mil) file for this contract, either as an attachment to COR Status Report (CSR) or uploaded separately in the Miscellaneous Documents Section.

5.3. Surveillance Checklists. (Required) A Surveillance Checklist (Att. 004) will be created each month. Locally generated equivalent is acceptable. The Checklist is Controlled Unclassified Information “CUI” and is not releasable to anyone other than authorized government personnel. Each Month’s Surveillance Checklist will be completed with the Surveillance Schedule. Completed Surveillance Checklist will be filed in the online SPM located within (https://piee.eb.mil) file for this contract, either as an attachment to COR Status Report (CSR) or uploaded separately in the Miscellaneous Documents Section.

Note: Surveillance Schedules and Checklists are considered COR documentation and must be uploaded in the SPM module. SmartForm are available for use at the individual record level under “Add Smart Form”

5.4. Surveillance Documentation. Each month’s Completed Surveillance Documentation, to include the COR Status Report, must be filed in the online SPM located within (https://piee.eb.mil) for this contract if the PWS/SOW/CDRL require "progress reports" from the contractor. The COR file will contain copies of all required progress reports. The COR Status Report (Smart Form) must be utilized, supporting documentation can be uploaded as an attachment.

6. Corrective Action Request. A CAR is not a contract remedy itself. It is used as a letter to the contractor to document a nonconformance, notify the contractor of government rejection of supplies or services (including construction) not conforming to contract requirements, and to require contractor corrective action. The purpose is to provide the contractor an opportunity to correct or replace nonconforming supplies and services when this can be accomplished within the required delivery schedule IAW FAR

46.407 and contract terms and conditions. Nonconformances identified in CARs must be traced to contractual requirements. CARs may be precursors to contract remedies https://piee.eb.mil/ but are not a required precursor to contract remedies. CARs should be included as part of performance information in contractor CPARS, Program Management Reviews, Performance Feedback Sessions, Award Fee Boards, and Incentive Fees. There are four CAR levels. The level of the CAR documents and communicates the seriousness of the nonconformance. To determine the appropriate CAR level, analyze the impact and/or effect of the nonconformance and associate that impact to one of the four levels as defined below.

6.1. Level I. CAR describes a deficiency on a product or service and is not a systemic breakdown of a process or system. It includes those nonconformances that are minor in nature and can be promptly corrected by the contractor, present no need for root cause analysis, no determination if other contract requirements are affected, present no need for further preventive action, and do not materially reduce the usability of the supplies, services, construction, or deliverables. While the government must document the nonconformance and the contractor must correct the nonconformance, further actions and government follow-up are not required, and no written response from the contractor is needed.

6.2. Level II. CAR describes deficiencies in a contractor’s processes or systems but are not a significant deficiency. Some examples of systems affected may be quality inspection / management systems, and Contractor Business Systems (CBS) identified in DFARS 242.70, or are: Multiple deficiencies on products or services indicating a systemic issue throughout the process, or An escalation of repetitive Level I CARs for the same or similar nonconformance demonstrating the contractor is failing to institute effective corrective action and/or failing to implement effective quality and/or internal control(s). Level II CARs shall require the contractor to correct the nonconformance, perform root cause analysis, and develop and provide a corrective action plan (CAP) acceptable by the government.

6.3. Level III. CAR describes deficiencies in a contractor’s system that is affecting a contract or program ability to meet cost, schedule or performance requirements, or are:

A significant deficiency pursuant to DFARS 252.242-7005, “Contractor Business Systems,” or A failure to respond to Level II CARs, or to remedy a recurring nonconformance If not resolved satisfactorily, a Level III CAR may result in the initiation of available contractual remedies, such as reductions of payments, cost disallowances, revocation of government assumption of risk of loss, or business management system disapprovals, etc. Contractor shall be required to provide a CAP that is acceptable by the government.

6.4. Level IV: CAR documents a critical nonconformance of such serious nature that is issued to the contractor’s business segment or corporate management for their attention to both the nonconforming condition and the company’s corrective action, or when a Level III CAR has been ineffective. A Level IV CAR will result in a mandatory review of available contractual remedies, such as cost disallowance, reduction or suspension of payments, revocation of government assumption of risk of loss, CBS disapproval, or suspension of all product and service acceptance activities. Contractual remedies will be implemented IAW applicable FAR/DFARS clauses and/or ACC Acquisition Instructions if applicable. Action to suspend product or service acceptance will be accomplished via a Level IV CAR. Contractor shall be required to provide a CAP that is acceptable to the government.

6.5. CAR Process Flow: The following outlines the normal process flow for the corrective action process. Follow the steps provided within the Product Data Reporting and Evaluation Program (PDREP) CAR Module User Guide. Subparagraphs (f)-(j) below do not apply to Level I CARs. Level I CARs are considered closed immediately upon issuance.

a. Identify a contract nonconformance;

b. Create a CAR;

c. Review the CAR;

d. Coordinate and approve the CAR;

e. Issue the CAR to the contractor;

f. Receive and review the contractor’s CAP;

g. Accept/reject the contractor’s CAP;

h. Oversee contractor corrective action using a risk-based approach;

i. Receive notification from the contractor that corrective action is accomplished;

j. Verify corrective action was accomplished satisfactorily;

k. Close the CAR

6.6. CAR System of Record (SOR). The PDREP CAR Module is the SOR for CAR’s processed and issued on ACC administered contracts. The CAR Module is one of the applications housed in the PDREP Automated Information System (AIS) located on-line at: https://www.pdrep.csd.disa.mil/default.htm. For access to this system, go to the PDREP website and click on the “REQUEST ACCESS” button and follow the directions for “US Government Access”. The website also includes user guides and manuals under the “REFERENCES” button. Review the “DoD Corrective Action Request” Manual for guidance on access and how to use this PDREP-AIS. To access through PIEE, add the appropriate role following the PIEE process. After the PIEE single sign on is enabled, the SOR may be accessed either through PIEE or PDREP. User Roles: Refer to DoD CAR Manual for a description of the functions available to each role. Proprietary Information: Do not include any proprietary information as part of the CAR in the SOR. It should normally be included only by reference (cite specific document and identifying paragraph number). Consult with your supporting legal office when determining if information is suspected to be proprietary.

6.7. Issuing a CAR to the Contractor. Address CARs to the appropriate level of contractor management based on the seriousness of the nonconformance. This requires subjective judgement by the reviewer(s) and issuing official. Consideration https://www.pdrep.csd.disa.mil/default.htm should also be given to established lines of communication with the contractor and/or contractor requested addressees. The following are guidelines for addressing CARs:

a) Level I CARs: Lower-level management responsible to correct the nonconformance (e.g. shop foreman /supervisor/ quality manager).

b) Level II CARs: Functional level manager responsible for corrective action (e.g.

the quality manager or site manager).

c) Level III CARs: Top-level management on-site or locally.

d) Level IV CARs: Corporate-level management.

e) Subcontractors. If a subcontractor’s performance is nonconforming, address

CARs to the prime contractor who is responsible for subcontractor performance and has privity of contract.

f) Verbal. It is appropriate to verbally notify the contractor when the government identifies a nonconformance or potential nonconformance. Refrain from telling the contractor that ‘a CAR shall be forthcoming’ or the anticipated level of a CAR.

Official notification of the nonconformance shall be through the PDREP CAR Module and issuance of the CAR.

g) Do not issue a CAR if the contractor self-identifies contractual nonconformances and takes timely and effective corrective action. If the corrective actions prove ineffective, then issuing a CAR is appropriate. Contractor identification and self-initiated corrective actions are not only desired behaviors but are a requirement of quality and quality systems required by clauses. Joint inspections (i.e. an inspection with both a government inspector and contractor inspector) should be considered a government inspection. Therefore, any nonconformance identified in a joint inspection would be considered a government-identified, not contractor self-identified, nonconformance.

6.8. Timelines. Transmitting CARs to the contractor. CARs are time sensitive and delayed issuance may have impacts on the requiring activity/supported unit’s mission, delay contractor corrective action, reduce the relevancy of lower-level CARs, or reduce the capability for the contractor to perform effective root cause analysis.

a) Level I CARs: The standard is to issue the CAR no later than (NLT) three business days after identification of the nonconformance.

b) Level II CARs: The standard is to issue the CAR NLT five business days after identification of the nonconformance.

c) Level III / IV CARs: The standard is to issue the CAR NLT ten business days after identification of the nonconformance.

6.9. Corrective Action Plan Due Date. When a Level II CAR and above is issued, a contractor CAP is requested with a designated number of days to respond. The CAR Module will default to 45 days but allows a contracting office to insert any number less than to respond. The recommended due dates are:

a) Level II CARs. Level II CARs in ACC should require no more than 10 business days to respond with a CAP.

b) Level III / IV CARs. Level III / IV CARs should require no more than 15 business days to respond, except for CARs related to CBS significant deficiencies. CBS-related Level III / IV CARs will have up to 45 calendar days as allowed by

DFARS 252.242-7005.

c) Extensions. Contractors may request an extension of the designated due date.

This is acceptable for the government to allow when reasonably justified. All results of that correspondence will be entered into the PDREP CAR Module.

6.10. CAP Reviews. For government review of contractor submitted CAPs, accept or reject the CAP within 5 business days for Level II, and 10 business days for Level III / IV CARs. Use the PDREP CAR Module to input the decision and provide the contractor a formal response for acceptance or rejection. Government CAP Verification & Validation of Corrective Action/CAR closure: Timelines for verification and validation of corrective actions can vary depending on the severity of the CAR, and completion of milestones identified in the CAP. Once the government has verified the contractor has implemented the CAP and validated the issues have been corrected and are acceptable to prevent further occurrence, close the CAR in the Module. Notify the contractor the CAR is closed via the CAR Module.

7. Deduct Plan. This acquisition does not include a Deduct Plan.

8. Data Analysis. Data Analysis will be performed to identify trends in cost, schedule and/or performance risks. The results of Data Analysis will be documented in the COR Status Report and may be used to adjust surveillance schedules and/or checklist items to increase or decrease surveillance, based on performance trends. Negative trends noted using government data/observations could result in issuing the contractor a CAR using the Product Data Reporting & Evaluation Program (PDREP) application accessible within PIEE. Trends noted using contractor data will not result in a CAR unless the contractor has not addressed the negative trend. QASP changes based on Data Analysis will be coordinated with the KO for approval.

9. Acceptance of Services. When all services have been deemed acceptable and there is documented, objective, quality evidence to support acceptable performance, the COR will accept the services provided and authorize payment to the contractor.

Acceptance and payment will be made by approving the contractor’s Receiving Reports in Wide Area Workflow at https://piee.eb.mil/ as a WAWF Inspector, and/or Acceptor.

10. COR Status Report. COR Status Reports (CSR) will be submitted on a monthly basis to the KO via the SPM. CSRs must be uploaded into the SPM using the “Smart Form”. CSRs will be due NLT the 10th day of the month following the month of surveillance. CSRs will provide a synopsis of the contractor’s performance for the inclusive dates of the report. The synopsis must contain a summary of surveillances performed, Customer Feedback if any, Corrective Action Request (CAR) if any, an analysis of the contractor’s performance, recommended adjustments to surveillance schedules, and any other pertinent contract information IAW FAR 46.104, and the COR Appointment Letter. Completed Surveillance Checklists and CARs, if any, will be included as attachments to COR Status Reports. See para 5.4.

11. Service Contract Reporting (SCR) in the System for Award Management (SAM). https://www.sam.gov. Reporting Labor Hours. Service contractor reporting of information is required in the System for Award Management (SAM) when a contract or order- 1) Has a total estimated value, including options, that exceeds $3 million; and 2) Is for services in the following service acquisition portfolio groups (see PGI 204.1703 for a list of applicable product and service codes):

(1) Logistics management services.

(2) Equipment-related services.

(3) Knowledge-based services.

(4) Electronics and communications

The system allows industry to report all manpower data into a single Federal-wide portal. For Contractors who meet the SCR reporting thresholds (in excess of $3 million), your entity must be registered in SAM.

SCR requires contractors to enter the following information for their contract or order:

(1) The total dollar amount invoiced for services performed during the preceding government fiscal year under the contract or order.

(2) The number of contractor direct labor hours, to include first-tier subcontractor direct labor hours, as applicable, expended on the services performed under the contract or order during the previous government fiscal year.

Contractor reporting is required annually, by October 31, on the services performed under the contract or order, including any first-tier subcontracts, during the preceding government fiscal year (October 1-September 30). For indefinite delivery contracts, basic ordering agreements, and blanket purchase agreements, 1) Reporting is required for each order issued under the contract or agreement that meets the requirements of PGI 204.1703 and, 2) Service contract reporting is not required for the basic contract or agreement. Contracting officers shall ensure that the requirement to report contractor manpower is included in all contracts, task/delivery orders and modifications.

12. Contractor Performance Assessment Reporting System (CPARS).

Documented surveillance data (COR Status Reports, Completed Surveillance Checklists, Customer Feedback and Corrective Action Report (CAR)) if any will be used to support CPARS ratings. CPARS will be completed in accordance with AFARS, Subpart 5142.15 – Contractor Performance Information.

13. Combating Trafficking In Persons (CTIP). In accordance with DFARS PGI

222.17 and FAR 52.222-50, the KO will be notified immediately of any information from any source that alleges a contractor employee, subcontractor and/or subcontractor employee has engaged in conduct that violates the United States Government “zero” tolerance policy regarding trafficking in persons.

https://www.sam.gov/

14. COR/Quality Assurance Surveillance Files. The official COR/Quality Assurance Surveillance Files will be maintained in the on-line JAM and SPM IAW DoDI 5000.72, and DFARS PGI 201.602-2.

15. Government Furnished Property (GFP): This acquisition does include GFP. See Table 3 for surveillance requirements. CORs will report surveillance outcomes IAW the Frequency column on Table 3 using the COR Status Report (CSR) via the SPM. CSRs must be uploaded into the SPM module using the “Smart Form”. CSRs will be due NLT the 10th day of the month following the month of surveillance.

16. QASP Changes. This QASP is a living document and, as such, may be changed as needed based on Data Analysis (trends), contract modifications by the KO, etc. The COR will send any recommended changes to the KO for approval and the KO must approve all changes.

Table 2: DOCUMENT REVISION HISTORY

This QASP is a living document and, as such, may be changed as needed based on Data Analysis (trends), contract modifications, etc. The COR will send any recommended changes to the KO for approval and the KO must approve all changes.

Version

Effective Date

Originator Summary of Changes

1.0

Tables:

1. Key Positions for Contract Administration

2. Document Revision History

3. Government Furnished Property Surveillance Requirements

Attachments:

1. Performance Requirements Summary (PRS)

2. Customer Complaint Record

3. Surveillance Schedule

4. Surveillance Checklist

Table 3: Government Furnished Property (GFP) Surveillance Requirements

Surveillance Method/By Whom

Frequency Comments

COR/ACORs As required COR will ensure the contractor is provided GFP identified on the GFP Attachment.

COR/ACORs As required COR will alert the KO of delays of GFP provided to the contractor. If GFP related issues may impact contractor performance or delivery schedule.

COR/ACORs As required COR validates contractor Property Management System (PMS) within 30-60 days of the contract award

COR/ACORs As required COR reviews monthly purchases of Contract Acquired Property (CAP).

COR/ACORs Annually COR will ensure contractor conducts physical inventory.

COR/ACORs Quarterly COR validates that consumption reports for materials are being submitted IAW the

CDRL/PWS

COR/ACORs As required COR will ensure the contractor uses the PIEE GFP Module to report receipt, transfer, report loss, theft, or damage of GFP/CAP during contract performance.

COR/ACORs As required COR will ensure the contractor uses PIEE GFP Module for Plant Clearance/disposal of GFP/CAP during the period of performance.